The Checklist Settings feature allows you to create structured approval steps that must be completed before requests, such as CAPEX requests, can proceed. Similar to a pilot’s pre-flight checklist, this ensures all critical steps are followed, maintaining data accuracy and process compliance.
Accessing Checklist Settings
- Go to General Setting
- Select the Advanced tab
- Within the General section, locate:
- Checklist Items
- Checklist Review Roles
Creating and Managing Checklist Items
Step 1: Add a Checklist Item
- Click Add Checklist to create a new checklist.
Step 2: Configure the Checklist Item
- Checklist Item: Name of the checklist (e.g., Environmental Check)
- Grant Access: Who can complete the checklist
- To User: Assign to a specific user
- To Title: Assign to all users with a specific job title within the business unit
- To Role: Assign to users with a system-defined checklist role
Step 3: Additional Settings
- Comment if Blocked: Requires user comment if a blocking selection (e.g., “No”) is made
- Keep Color on Comment: Maintains original color (e.g., Red) even after a comment is added
- Color Setting:
- Define which color (Red, Orange) blocks approval
- Green generally indicates approval, Red indicates block, Orange can be treated based on configuration
- Granted Access – Yes/No:
- No: Request creator completes the checklist
- Yes: Another assigned user completes the checklist
- Exclusive: Only designated individuals can edit/approve the checklist
- Restrict to Site Level: Limits approval to users within the same organizational level
- Only One: If multiple users are assigned, only one approval is required
- For Information Only: Checklist is informational only; no approval required
- Send Manual Creation WBS: Sends email when WBS (Work Breakdown Structure) is auto-generated (for ERP integrations)
- Hide Checklist: Hides checklist from the request’s summary page
- Send Notification After Approval: Sends an email when all checklist items are approved
- Send Notification Email: Customize the content of the notification email
Step 4: Apply to Subcategory
Specify which request types the checklist applies to:
- All
- CAPEX
- OPEX
- Lease
- Multiple
Step 5: Financial Threshold
- Define a From Amount and currency to make the checklist mandatory only for requests exceeding that amount.
Defining Checklist Review Roles
Checklist Review Roles provide an additional layer of control beyond standard user titles.
Step 1: Add a Role
- Click Add New Role
- Provide a Role Name (e.g., Production Efficiency Control)
Step 2: Assign Users to the Role
- Select one or multiple users to be part of the role
- A user can belong to multiple roles
Once saved, the new role becomes available in the Grant Access dropdown when configuring checklist items.
